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building event assets

How To Prepare Great Assets For Your Event – A Guide For Organisers

While authentic, exact numbers are difficult to get hold off, ‘humongous’ would be the correct adjective for describing the global conference industry at present. The total number of event organisers is northwards of 48000, with the total number of events hosted annually is well in excess 450000. The task of grabbing the eyeballs of the target audience and ensuring a uniformly smooth attendee experience often proves to be challenging for the organiser. Not surprisingly, more and more conference planners are starting to use the services of digital event management platforms, to keep everything easy and streamlined.

A note of caution over here. A professional event management solution can provide all the requisite technical expertise – but unless you have properly optimised assets prepared for the event, everything would be a bit of a waste. In what follows, we will provide some broad tips to prepare great assets for your upcoming event:


Start Early. Follow A Checklist.


The importance of systematic planning for organising a business conference cannot be overemphasised. In order to avoid last-minute rush – and the inevitable stresses and mistakes that will accompany it – start laying down the blueprints of your event around 5 to 6 months before the event dates. Ideally, prepare a checklist of all the event-planning tasks you can think of, and tick them off as you proceed. You’ll be surprised to find how easy things will become.


Build A Mobile Event App


Earlier this year, a study revealed that event attendees prefer using mobile event apps to view and share content. The report also showed that only around 26% of all events actually have a dedicated smartphone application. For a seamless pre-event, onsite/during-event, and even post-event experience, you should get a user-friendly, dynamic and information-rich event application created. If you are working with a event management vendor, the latter will probably give you a DIY event app builder service. The social engagement and attendee interactions at your event will get a massive boost, making the app one of the most important digital assets for your event.


Get The Event Website Up And Running


It’s all very well to create a nice conference app – but there will always be a section (often, a fairly significant one) of the audience that will prefer to use their web browsers to join the event. For the virtual events happening at these troubled times of COVID-19, this is all the more important. Make sure that you design a fast and fully responsive event website/event web portal – which people can use to join your online event (apart from the option of joining through the app). Once again, most event management tools have the option of automatically creating the event’s web portal. Make sure you inquire about it.


Prepare The Perfect Visual Assets


From the logo and cover images of your events, to speaker images, sponsor logos, and images for social media – there are many visual assets and resources of your event that you need to optimise. Remember, a blurred or stretched image OR an injudicious use of colours can create a negative impression among the attendees about your upcoming event. On the Eventify platform, the recommended sizes of all visual assets are provided. You can use these as reference:

Event Icon → 256×256 (PNG)

Event Cover Image → 840×480

Exhibitor Logo → 400×220

Sponsor Logo → 350×200

News Cover Image → 350×200

In addition, make sure that the images you share on your Facebook, Instagram, Twitter and other social media channels are optimised and visually appealing. Never forget this – the first step for organising a ‘good event’ is to set up a ‘good-looking event’.


Get More Out Of Social Media


The importance of social media tools for organising an event is going up all the time. Look for ways in which you can incorporate your organisation’s/event’s social media feed on the event website AND the mobile event app. The objective here should be to let the attendees get the maximum possible chances to engage with your social posts. You can even consider fetching and displaying all twitter/instagram posts with your event’s hashtag(s). That way, you will be able to keep track of all the conversations about your event that are taking place in the social space.


Select the best video-conferencing platform for your event 


The sessions of any event can contain videos. Thanks to the coronavirus pandemic – the demand for virtual events & conferences is at an all-time high, and that’s precisely where the role of the different video-conferencing tools come to the fore. Depending on your precise requirements, budgets, and of course, the way in which the sessions should be set up – you can go with Zoom, Vimeo, WebinarJam, Microsoft Teams, YouTube Live, Facebook Live and others. Certain conference management service providers offer their built-in videoconferencing platform as part of their packages as well. Note that the platform you decide to go with must smoothly integrate with your overall event management tool.


Protect your in-event assets 


The session videos, the speaker PDFs, the sponsor documents – all of these are premium assets of your event, right? You need to make sure that registered/authorised attendees can access them easily – on both the mobile and the web platform. By the same token, no unregistered person should be able to get his/her hands on these resources. Talk with the tech partner of your event regarding how to share these assets, and the best way to protect these from unauthorised views/downloads. It’s your event – you need to take care of the privacy and accessibility parameters.


Choose a ticketing platform wisely 


From where does the bulk of revenues from a business event come in? That’s right – through ticket sales. However, the net flow of revenue can be significantly affected, if you use a ticketing platform that has a hefty percentage-based fee (added on to a fixed charge). Make it a point to compare through multiple such platforms, explore the feature, reliability, security, availability and fees of each – and then make an informed choice. Selecting a ticket platform that has a flat fee (no percentages at all), just like Eventify, would be a great idea (if you have FREE TICKETS or OPEN REGISTRATION, there should not be any fee associated with those). If you have discount coupon codes, make sure they are not being misused. Do not let the ticketing fees eat into the revenues generated from ticket sales. 


Take good care of your audience


People are, perhaps, the biggest asset of any event. Deliver a sub-par attendee experience, and the risks of poor reviews and feedback from the participants become very real. You need to focus on delivering a well-rounded event experience to everyone. Right from attending sessions and participating in Live Q&A sessions and Live Polls, to social media engagements, getting into the private social network of the event, and receiving push notifications/emails – people should not face difficulties at any stage. You can also consider tracking real-time user-behaviour analytics and logs. Let people rate your event and/or its sessions. These will serve as valuable pointers when you start planning for your next event.


Follow Your Budget


It takes big money to organise a trade conference, there are no two ways about this. Planners need to maintain the correct balance between splurging too much and cutting corners to save some money. Look for an event management platform that has all the features you need (app builder, networking, live q&a, live polls, webinar support, etc.) AND has competitively-priced packages. Many organisers also make the mistake of using multiple platforms simultaneously for different functionalities (say, one for the event app, another for networking, another for Live Q&A). Instead, go for ONE end-to-end platform that has all the capabilities. You will get everything – at a fraction of what you would have spent otherwise.


Make your brand stand out 


Organising an event gives you powerful scopes to enhance the brand visibility and brand recall values of your business. While designing the events icon and cover images, selecting the event app’s theme colour, choosing the visual elements of the event’s web portal – make sure that your brand elements are properly reflected. Set up the email copies and social media posts in the same manner. It’s all about trying to get everyone familiar with your brand.

By the end of 2026, the value of the global events sector was expected to touch $2250 billion. While COVID-19 has arrived as a major roadblock – the industry will still continue to grow exponentially over the couple of years or so. Most of the time, the onus is on the organiser to capture the attention of potential attendees (who might have decided to participate in another similar event), and turn them into actual participants. For that to happen, having high-quality, fully optimised assets for your event is crucial.



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